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Hours, Timesheet & Rota Reports

Report on hours worked, rostered vs worked hours, approvals and rota changes.

What's covered in this guide?

Hours worked

  • By shift, day, location, team or position: Shift Report. Each row is one shift, showing date, location, team, position and hours.

  • Totals per employee for a period: Timesheet Report.

  • Overtime: Overtime Report (Reports → Costs).

Contracted vs worked hours

The Timesheet Report has these columns:

  • Contracted Weekly Hours

  • Worked Hours

  • Unworked Contracted Hours

  • Roster Hours − Worked Hours

  • Overtime Hours

Rostered vs worked hours

  • Attendance Report: add # Scheduled Hours and # Worked Hours. Scheduled Hours − Worked Hours is shown by default.

  • Costs by Location and Team Report: Scheduled Hours, Timesheet Hours and Hours Difference. Each comes in an exc. leave and an inc. leave version.

Who approved a timesheet

Add the Approved by and Approved at time columns to the Shift Report.

Who changed a timesheet

Open the timesheet and scroll to Timesheet History at the bottom.

For every change it shows the Action, User, Time and Changes (old and new values). Only users with permission to see shift history can view it.

Roster Audit Report

This shows every change made to the rota, with these columns:

  • Action

  • Actioned By

  • Actioned At

  • Changes

Use the Action Taken filter to show only shifts that were created, updated, deleted, declined or swapped.

📝 Important to note: There's no separate shift replacement report. Swapped shifts are shown in the Roster Audit Report.

Export hours for custom dates

  1. Go to Settings → Timesheets and turn on Enable Custom Export Dates.

  2. On the Export Timesheets to Payroll page, click Preview & Export All Timesheets.

  3. Use Export Custom Date Range to choose your dates.

📝 Important to note: Custom export dates aren't available if you use Workforce.com Payroll.

FAQs

Why don't exported hours match the timesheet?

Payroll exports only include approved shifts. Approve any pending shifts and export again.

Do cost reports include unapproved shifts?

Yes.

  • Most cost reports include pending, approved and exported shifts. A shift is included once it has a start and a finish.

  • Costs by Activity Code Report only includes approved and exported shifts by default.

  • Shift Report and Shift Cost Report have a Shift status filter.

What's "Time Saved"?

It's in the Timesheet Report. It's the total time someone started late or finished early compared with their rostered shift.

Can I report hours for a deactivated employee?

Yes. Set Staff status to Inactive or All.

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